Can You Walk Me Through the Process of Document Control and Record Keeping?

In today’s highly regulated industries, document control and record keeping are not just good practices — they’re essential for compliance, efficiency, and quality management. This is especially true for companies seeking ISO 22716 Certification in Dubai, where adherence to Good Manufacturing Practices (GMP) for cosmetics is critical. But what exactly does the process involve, and how can ISO 22716 Consultants in Dubai help streamline it?

Let’s break it down.

What is Document Control?

Document control is the structured management of documents to ensure that the right people have access to the right information at the right time. It involves creating, reviewing, approving, distributing, revising, and archiving documents.

In the context of ISO 22716, document control covers policies, procedures, work instructions, specifications, and any document that impacts the manufacturing, control, storage, and shipment of cosmetic products. Without proper document control, companies risk using outdated procedures, making errors, and facing non-compliance during audits.

Key Steps in the Document Control Process

Here’s a general walkthrough of how document control works, especially aligned with ISO 22716 Services in Dubai:

1. Document Creation
   Documents are developed based on operational needs and regulatory requirements. For ISO 22716, this includes SOPs (Standard Operating Procedures), batch records, cleaning records, and equipment maintenance logs.
   
   

2. Review and Approval
   Once drafted, documents undergo a review by qualified personnel (such as quality managers or department heads). Only after approval can they be officially released for use.
   
   

3. Version Control
   Each document has a version number and date. When updates are made, a new version is issued, and the old one is archived or marked as obsolete. This prevents accidental use of outdated information.
   
   

4. Distribution and Access Control
   Documents must be easily accessible to those who need them, but access should be controlled to avoid unauthorized changes. Digital document management systems often have user permissions set for this purpose.
   
   

5. Training and Implementation
   Once new or updated documents are released, relevant staff must be trained to ensure proper understanding and application. ISO 22716 emphasizes the importance of training in maintaining GMP.
   
   

6. Periodic Review
   Regular reviews ensure that documents remain relevant and compliant with current regulations. This step is often overlooked but is essential to maintaining an effective system.
   
   

What is Record Keeping?

Record keeping is the practice of maintaining evidence that processes were followed as planned. While documents tell you what to do, records show what was done.

In ISO 22716, records include production logs, test results, inspection reports, deviations, complaints, and more. Proper record keeping provides traceability, supports root cause analysis, and demonstrates compliance to auditors.

Best Practices for Record Keeping under ISO 22716

• Accuracy: Records should be completed in real-time, using permanent ink or secure digital entries.
  
  

• Legibility: Handwritten records must be clear and easy to read.
  
  

• Traceability: Each record should clearly indicate who completed it, when, and why.
  
  

• Retention: Keep records for the required duration — often several years — as specified in the standard or local regulations.
  
  

• Security: Protect records from unauthorized access or accidental loss, whether they’re paper-based or digital.
  
  

How ISO 22716 Consultants in Dubai Can Help

If you’re aiming for ISO 22716 Certification in Dubai, navigating the document control and record keeping requirements can feel overwhelming. This is where experienced ISO 22716 Consultants in Dubai come in.

Consultants offer:

• Gap assessments to identify missing or weak areas in your current system.
  
  

• Assistance in drafting compliant procedures and templates.
  
  

• Recommendations for document management systems suited to your company size and complexity.
  
  

• Training for your team on best practices and compliance requirements.
  
  

• Support during certification audits to ensure your records meet ISO 22716 standards.
  
  

By working with specialized ISO 22716 Services in Dubai, companies can save time, reduce compliance risks, and build a robust quality system that supports business growth.

Final Thoughts

Document control and record keeping are the backbone of an effective ISO 22716 system. They ensure that your cosmetic products are manufactured consistently, safely, and in line with regulatory expectations. Whether you’re setting up a new system or refining an existing one, partnering with knowledgeable ISO 22716 Consultants in Dubai can make the process smoother and more effective.

Ready to take the next step toward ISO 22716 certification? Reach out to trusted ISO 22716 Services in Dubai today and set your company on the path to compliance and excellence.